Performance Planning

PerformancePlanning

Presented by:Mike Dougherty

AVP for Human Resources

Today’s Objectives

‣Performance Cycle – Dates‣Good Performance Objectives – what do they look

like?‣Performance Standards‣Examples

What’s New?

‣All forms remain unchanged, but use the 2014-15 forms, not those with 2013-14 dates

Dates

‣Completion deadline – April 30

‣Within 30 days of hiring a new employee

‣Send certification form to HR

Planning andPerformance Concepts

Individual Performance

Objectives/Criteria

Strategic Plan Division Plans

DepartmentObjectives

Communication

Communication

Comm

unication

The Performance Process

SET OBJECTIVESAND

STANDARDS

OBSERVEPERFORMANCE

DOCUMENTPERFORMANCE

GIVEFEEDBACK

REVISEOBJECTIVES

& STANDARDSApril

CSM LINKS

‣Performance Program‧ http://inside.mines.edu/UserFiles/File/hr/HR%20Forms/PERFORMANCEMANAGMENTPLAN2008.pdf

‣Users Guide‧ http://inside.mines.edu/UserFiles/File/hr/Performance%20Mgmt/CSM%20userguide%202012-13.

pdf

‣2014-15 Evaluation Form‧ To Be Established

‣General Performance Page Link– http://inside.mines.edu/Performance_Management

Performance Objectives

‣Types–Specific Outcome or Output–Behaviors/Traits–Project Oriented–General – Daily Activities

Performance Plan Content

‣Core Competencies

‣Individual Performance Measures (IPM)

‣Overall Performance -- This is critical

Establishing Performance Objectives

‣The key question is:“What responsibilities, specific activities, outcomes, behaviors, products, outputs, or results should be evaluated?”

Performance Objectives

‣Should reflect the primary responsibilities of the job

‣Should be related to the job description

What NOT to Include

‣ Personality – a clinical term

‣ Attitudes – a judgment ... typically manifested in behaviors

Performance Objectives

SPECIFICMEASURABLEAGREED UPONREALISTICTIMED

SMART

Properly written performanceobjectives are

SPECIFIC‣The objectives indicate:–What is done–When (if applicable)–Where (if applicable)

Properly written performanceobjectives are

MEASURABLE‣The most common types of measures:–Results–Behaviors on the job

‣You can see the performance‣Others can see the performance

Properly written performanceobjectives are

AGREED UPON‣Clearly related to the job‣Relevant in the eyes of both the

employee and supervisor‣Focus on issues of greatest importance

Properly written performanceobjectives are

REALISTIC‣Is it possible to perform at this level?– (Relates to setting standards)

‣Does the individual have some control over his/her level of performance?

Properly written performanceobjectives are

TIMED‣Completion dates are set‣Mileposts - if appropriate‣Recurrence or cycles are considered if

needed

Rating Levels (Standards)

Three rating levels must be defined:–Exceptional Performer–Meets Expectations–Needs Improvement

Descriptions

Exceptional Performer (some possible phrasing)–Consistently outstanding, documented performance - consistently superior

–Significant / positive impact on the performance of the unit or the School

–Model for excellence–Peers, supervisor, managers, others readily recognize such a level of performance.

Descriptions

Meets Expectations–Good Work: encompasses a range of expected performance

–Competent & consistent–Meets (& may exceed) all the expectations, standards, requirements, and objectives

–Reliably performs & may impact beyond the regular assignments

Setting Standards

‣Each performance objective must be defined in terms of the expectations for each level of performance.–Describe what performance Meets Expectations–Describe what performance is Exceptional Performance

‣Define these for OVERALL Performance Rating as well!

What is a performance standard?

‣It is a statement focused on the accuracy, timeliness, effects, quantity or quality of the end result or behavior.

‣It identifies the expected performance for each distinct rating level against which the employee’s work will be compared.

‣It is NOT simply a statement of the key responsibilities or tasks.

Types of Performance Standards

RESULTS or BEHAVIORS

RESULTS - quantity, quality, effects, time, and cost.BEHAVIORS - methods of doing the work or the manner in

which the task is performed.

May be Objective or SubjectiveUsually has elements of both

What to evaluate

‣Results– Products– Outcomes – accuracy - effect– Number of tasks completed– Project completion– Deadlines met– Etc.

What to evaluate

‣Behaviors– Interactions– Communications– Presentation– Organization– Team participation– Etc.

Standards:Examples of Measures

‣QUANTITY: How much work should be completed? (Careful of Overtime)– Number of units produced– Number of services provided– Number of projects completed– Number of items processed– Number of calls made– Number of interviews scheduled

Standards:Examples of Measures

‣ QUALITY: How well should the work be performed?– Error rates– Defects– Presentation, formats, appearance, etc.– Specifications met– Complaints received– Customer satisfaction – how do you know this?

Standards:Examples of Measures

‣TIME: How quickly should the work be performed?– Schedules met– Deadlines met– Within specified time frames

‣How do you fit this with accuracy and completeness?

Standards:Examples of Measures

‣COST:– Dollars spent– Within budget guidelines– Cost per unit– Labor hours spent– Overtime costs

Standards:Examples of Measures

‣BEHAVIOR: The manner or method used while performing the work.– Obtains, considers appropriate information– Selects appropriate methods or procedures– Friendly, outgoing, builds effective relationships– Smiles and makes eye contact– Seeks solutions to problems before being directed– Asks for suggestions

Overall Performance Standard

SAMPLES‣ Meets Expectations (ME)

– Achieve at least ME rating in each Core Competency and Individual Performance Measure.

‣ Meets Expectations– Achieve at least ME in each performance objective but may have one Needs

Improvement rating.

‣ Meets Expectations– Achieve ME rating in 4 of 5 core competencies (but “A. Accountability” must be

rated at least ME) and in 2 of 3 IPMs.

Overall Performance Standard

SAMPLES

‣Exceptional Performer (EP)– Achieves EP rating in the majority of specific rating areas with

no Core Competency or IPM rated lower than ME.– Rated EP on all IPMs and 3 of 5 Core Competencies

Samples

‣See Performance Plan Sample Statements Handout

‣Supervisor and Employee Checklist

‣Resources

QUESTIONS

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